Executive Administrative Coordinator

Thrive by 5 Louisville is a nonprofit organization created to support quality early learning and child care for three- and four-year old children in Louisville, KY. It is supported by Louisville Metro Government, community and business leaders, child care advocates, directors, and teachers. TB5L is looking for an Executive Administrative Coordinator to coordinate and manage all logistical and administrative activities and processes.

Role Description

Performs a wide range of administrative duties of a highly responsible and complex nature. Initiative and judgment are often required in absence of specific directions. Administers programs, projects and/or processes specific to the TB5L operations. Serves as a liaison with others within and outside the organization regarding meetings, events, purchasing, personnel, facilities, information technology, and operations. The role will be full-time (40 hours per week) and requires occasional evening work. The Executive Administrative Coordinator will provide direct support for our growing team, but be focused on, and report to, the Executive Director.

Functions And Responsibilities

The specific functions and responsibilities of the Executive Administrative Coordinator will include, but not be limited to:

• Provides optimum support to the Executive Director and team by remaining aware of organizational goals.
• Provides ongoing communication and prioritizes work in order to meet deadlines.
• Coordinates schedules and tracks appointments as well as maintaining and distributing organizational calendars.
• Coordinates and arranges meetings, prepares agendas and board materials, reserves and prepares facilities as needed, and overall coordinates and organizes meetings.
• Contacts board members, community leaders, and other persons important to TB5L in order to transmit information and obtain data.
• Accurately captures and records Board and Committee Meeting minutes and posts information to the TB5L website in compliance with the Sunshine Laws; manages Board of Managers portal to distribute Board information
• Schedules and moderates virtual meetings on a variety of online platforms including but not limited to Zoom and Webex, Google Meet, and BlueJeans
• Answers, screens, and directs incoming calls.
• Greets internal and external partners and volunteers, fielding questions and inquiries.
• Organizes and maintains confidential paper and online records systems as required.
• Assists in preparing a variety of ad hoc and recurring reports including proofreading and formatting for print and digital distribution.
• Performs difficult and/or sensitive information gathering and assists with distributing such reports to the appropriate people.
• Tracks and orders office supplies, and arranges for equipment maintenance.
• Sorts and distributes incoming mail as well as prepares outgoing mail and other correspondence. Responds to incoming mail and other materials not requiring the attention of the manager(s) supported.
• Types correspondence, reports, making changes in grammar, punctuation, and spelling as needed.
• Introduces new employees and volunteers to the systems and processes of the TB5L team.
• Supports the team by assisting with copying, faxing, scanning, filing, mailing, and other tasks of a similar nature as needed and as time allows.
• Be able to receive and process bills. Processing includes gaining relevant signatures, entering correct accounting codes, scanning into our records, taking originals to the accounting department, and all other tasks needed in order to properly account for and pay bills of TB5L.
• Manages and processes TB5L website updates in coordination with communications team and external vendor responsible for website maintenance.
  
  

Desired Qualifications

The following qualifications will be desired to adequately perform the role of Executive Administrative Coordinator as described above:

• High school diploma or equivalent
• Intermediate skills and experience in Microsoft Office programs (e.g., Word, Excel, PowerPoint) and Google Apps (e.g., Gmail, Google Calendar, and Google Drive)
• Enthusiasm for the TB5L mission of expanding quality preschool for children
• Ability to work remotely and facilitate meetings via online platforms (Zoom, GoogleMeet, MicrsoftTeams, WebEx)
• Ability to field inquiries and manage customer relations with a high level of customer service
• Strong written and communication skills
• Ability to work collaboratively
• Ability to manage multiple projects at one time
• Excellent at organization skills
• Ability to organize and retrieve files and records
• Willing to learn, able to adapt to new processes and systems, and able to follow direction